Proposal Process Planning and Development

The universal rule for proposals is to have a plan before you write, and then write to the plan.

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Pro-Methods believes that organizations benefit from formalizing their proposal processes and studying the best practices gained through their proposal experiences. A well conceived and organized process will eliminate uncertainty and chaos, and will help you organize proposal development and eliminate last minute panic.

A primary factor that is integral to any proposal process is that an effective file structure must be in place prior to beginning the writing effort. The structure should be simple and concise, and allow writers of all sections of the proposal (e.g. management, technical, business or cost) to write efficiently and complete their assignments within the established schedule.

Some proposal writers prefer storyboards, while others prefer the use of annotated outlines. Regardless of whether you use storyboards, annotated outlines, or some other methodology, you should always document your proposal plan in such a way that it can be reviewed, validated, and approved prior to the initiation of the proposal effort. Validation may involve a formal proposal plan review, with subject matter experts and management involved. Once validated, the plan becomes a blue print for completing the proposal. Pro-Methods prefers that the proposal plan be presented either as a calendar or checklist that can be used to provide guidance for the proposal team. This has the advantage of providing guidance to authors and establishes an objective baseline that lets the authors know what is expected of them.

A proposal must have the specific goal of answering the customer’s requirements and satisfying the evaluation criteria (whether provided by the customer or assumed). Your outline, themes, and text should all correspond. In most proposals this will only be possible if you plan the proposal’s contents prior to writing.

The development of a compliance matrix that incorporates the requirements found in the statement of work, proposal instructions, and evaluation criteria will ensure that all concerns of the customer will be addressed in your response. Each item in the compliance matrix should be addressed in your proposal outline and incorporate the win themes, points of emphasis, bid strategies, and applicable projects/past experience.

Remember that your goal is to work in an efficient and methodical manner, being able to trace what is written back to your requirements, win themes, and bid strategy. Contact Pro-Methods for help with this and other proposal support issues.

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